Job Title: Bilingual Administrative Assistant
Job Location: San Diego CA
Hours: 7:00am – 3:30pm
Job Type: Full- Time In Person
Reports to: Office Manager
Job Summary:
The Bilingual (English/Spanish) Administrative Assistant is a highly detailed-oriented, reliable individual who takes pride in accuracy, organization and follow-through. The Administrative Assistant will be responsible for supporting the Maintenance Team and other departments as needed. The position requires knowledge of Microsoft Word, Excel, Outlook. Familiar with Aspire/Service Titan is preferred. The Administrative Assistant will work to ensure accuracy and deadlines are met. Proficiency and attention to detail is critical as well as managing multiple tasks without losing accuracy.
Duties/Responsibilities
Office and Maintenance Team:
Strong skills in Excel, Word, Outlook (minimum of 2 years)
Enter and manage data with speed and accuracy
Maintain clean, organized paper/digital files and records.
Manage email and scheduling via Outlook/Aspire
Build and update spreadsheets and reports in Excel
Prepare and edit documents (Adobe/PDFs)
Support project managers and office team
Communicate clearly with employee owners in English/Spanish
Customer Interaction:
Manage incoming calls for the office and serve as first contact.
Communicate with clients, team members and/or vendors
Understand and explain invoices and/or account balances to clients
Office Equipment and Operation:
Operate computer and any general office equipment
Automatic calculator 10-key by touch is required
Documentation and Reporting:
Basic understanding of accounting functions and recordkeeping such as Quickbooks
Familiar with and understanding Accounts Payable/Receivable
Maintain a positive and motivating work environment to maximize team performance.
Other duties may apply and as requested.
Required Skills/Abilities:
Good verbal, written and communication skills in English and Spanish
Attention to detail and able to follow directions
Strong Bilingual and telephone Etiquette is required
Proficiency in Excel, Outlook, Word.
Ability to manage multiple tasks and meet deadlines without losing accuracy.
Ability to work efficiently, thoroughly and follow directions.
Qualifications:
High school diploma or equivalent; relevant certifications
Minimum of 2-3 years of experience in an administrative role including Excel, Word, Outlook.
Background in construction or landscaping industry is preferred
Aspire / Service Titan Software experience is preferred
Strong Bilingual communication and customer service skills
Ability to work independently and as part of a team
Valid driver’s license (with a clean driving record)
Construction and Landscape experience is a plus
Ability to lift and carry up to 20 pounds
Satisfactory back ground check
Physical Requirements:
In person position and ability to start work at 7:00 am
***NO PHONE CALLS ** NO RECRUITERS**
